The Projects App in Tidy allows peak body organisations to set projects for their connected organisations.
See below for how to use Connected Projects as a peak body:
Creating a project
Go to Projects > New Project.
For a project you want to SHARE with your connected clubs, choose Connected project from the "Type of Project" drop down box.
Give your project a title, and complete the project description. This description will appear on the "Project Overview" tab in the connected organisation's view - we find the more detail you can give the recipients of the project, the more likely they will be to complete the project correctly and efficiently. So consider using colour, images, hyperlinks etc to communicate the information they need. You can also add attachments to this section if there are other documents that will help the recipients complete the project, by clicking the Add Attachment button and selecting a file from your computer.
The "due date" field refers to the due date for the entire project (individual tasks within the project can be given their own separate due date).
Each project can be given labels to help classify the project and make it easier to find in your overall list of projects. Your organisation can customise these labels as needed. Simply click on the label to add or remove it from your project.
Set your project permissions and then click Next.
Note: Please check your project type ('Internal' or 'Connected') is correct before you click Next, as once you have moved to the next step you cannot change the project type.
Setting project permissions
Once you have created some tasks for your project, you will be able to give other administrators from your organisation 'Editor' access to the project. This permissions section controls what an admin with 'Editor' level access can do - we recommend you turn them all on so that if you are unable to continue managing the project another administrator can do so on your behalf. To turn them on or off, simply click the check box next to each option.
If you need to sign off on the completion of each task as the project progresses, then click the box next to the first rule, "Completion of each task requires approval from {your peak body's name}".
If you need to approve the completion of the entire project, then click the box next to the second rule, "Organisations can't have this project marked complete without the approval from {your peak body's name}". Note: marking projects 'complete' as a feature is currently disabled, so you don't need to worry about this permission for now!
Once you have completed the above, click Next.
Creating tasks within a Project
Note: You will not be able to share your project with a connected organisation until it contains some tasks! Once some tasks have been added, a "Publish" button will appear and the warning message will be removed.
To create a project task, click Add new task.
There are 3 different task types you can select from:
Checkbox - this will require the connected organisation to click a box titled "Mark as Done" when they have completed the task.
Text - this will require the connected organisation to type a response into a text box and click "Submit".
File upload - this will require the connected organisation to upload a file from their computer.
Give the task a title. It is recommended that you follow the verb-noun method of naming tasks - for example, consider the following two task names:
a. Annual Report
b. Upload Annual Report
If you just say "annual report", it does not really give much information about the task. Are we supposed to create an annual report? Read an annual report? Send in an annual report? On the other hand, if we say "upload annual report", the person responsible for the task knows exactly what needs to be done.
Give the task a description. As with the overall project description, the more detail you can provide in the task, the easier it will be for the recipient to understand what needs to be done. You can also include images, hyperlinks to external resources and attachments to each task.
Click the "Due Date" field and select a date the task needs to be completed by.
You can also add a label to the task if required, by clicking the name of the label.
Then click Create Task.
Repeat the steps above until all tasks for the project have been created and you are ready to share. Note that you can add and remove tasks at any point during the project if required.
Sharing a project to connected organisations and other administrators
Once you have created a least one task for your project, a blue Publish button will appear. Clicking this button will take your project out of Draft status and make it ready to share with your connected organisations.
To give other administrators 'Editor' access to your project, and to share with your connected organisations, click the Sharing button.
The "Managers" tab allows you to give other administrators from your organisation access to manage the project alongside you. The default setting is 'No Access' - to change this, find the administrator you want to give access and click the drop down arrow on the "No Access" field. Select Editor and you should see their permission level change colour and status.
Click Update. Do this before moving to the Participants tab.
Note: If you cannot see an administrator from your organisation in this list, check your organisation's Roles. An administrator needs to be assigned to a Role in order to be given "Editor" level access to a project.
To send your project to connected organisations, click the Sharing button. Then click the "Participants" tab.
You have the opportunity to set permissions for the project from this tab as well as the overview tab.
Click +Add Participants.
Select the connected organisations you wish to send your project to for completion. You can click the box next to "select all" to send to every connected organisation, or choose individual organisations by clicking in the box next to their organisation name.
If you have your connected organisations grouped in your Contacts, you can also select the group name from the "Show" field by clicking on the drop down arrow and then the group name, and then Select all in the group.
Then click Add Selected.
Tracking project acceptance by connected organisations
Go to Projects>All Projects, locate the project you wish to monitor acceptance for, and click the project name.
Click Sharing.
Select the Participants tab.
Each connected organisation the project has been sent to will have a status next to their name:
"Invited" in orange - the club has been sent the project but has not responded to the invitation (most likely have not logged in since the project was sent)
"Accepted" in green - the club has seen the project invitation and clicked "Accept"
"Rejected" - the club has seen the project invitation and clicked "Ignore"
What do I do if an organisation has rejected my project?
If an organisation has "Rejected" your project and you need to send it to them again, the first step is to remove them from the project.
Click the "x" next to the "Rejected" label and then click Update.
Click the Sharing button and go the "Participants" tab. Then click +Add Participants. Search for the organisation and click the box next to their name, then click Update. The organisation will receive another invitation to the project and can then choose to "Accept" or "Ignore" it once again.
Editing or removing a project task
Go to Projects>All Projects, locate the project you need to edit and click the project name.
Click the Tasks tab, locate the task you want to edit/remove and click the task name. Then click Edit.
You can then update the task title, description, labels and due date. Click Update Task when you are finished editing.
To remove a task, click the red Delete Task button.
Communicating about a task
There are three ways to communicate about a project task:
Task Announcements
Notes
Messages
Task Announcements
A task announcement is visible to all administrators with Projects permissions across all connected organisations who have accepted your project, and other administrators with "Editor" access to your project. It's a great way to get a message to everyone at once about something important that may have changed within the project.
To send a task announcement, go to Projects>All Projects, locate the project containing the task you want to communicate about. Click the Tasks tab, locate the task you want to communicate about and click the task name. Click the "Task Announcements" section that will appear on the right (may look slightly different in mobile view).
Click New Announcement.
Type your announcement in the text box then click Send Announcement.
All announcements sent about that particular task will show in the Task Announcements section, with information about who sent the announcement and when. New announcements will also result in a notification being sent to all administrators across all connected organisations, and other administrators from your organisation who have "Editor" access to your project.
Notes
Notes are effectively 'internal' messages that are only visible to other administrators of your organisation who have "Editor" access to your project. Notes are also specific to each connected organisation so you will find them in the section set aside for each connected organisation. They're a great way for you to keep others from your organisation in the loop with information specific to that task and that connected org!
To send a note, go to Projects>All Projects, locate the project containing the task you want to communicate about. Click the Tasks tab, locate the task you want to communicate about and click the task name.
Go to the "Answers" tab and find the name of the connected organisation you want to communicate about - there's a handy search filter on the top right if you have a lot of connected organisations!
Click the name of the connected organisation, then go to the "Discussion" section.
Select Note. Type your note into the text box and then click Add Note.
Your note will appear in the "Discussion" section with yellow shading, and include information about who sent the note and when. A notification will also be sent to other administrators from your organisation with "Editor" access informing them there's a new note they need to read.
Messages
Messages send your text to both administrators from your organisation with "Editor" access, and administrators with Project permissions from the connected organisation you are choosing to send a message to. Messages are specific to the connected organisation so you will find them in the section set aside for each connected organisation.
To send a message, go to Projects>All Projects, locate the project containing the task you want to communicate about. Click the Tasks tab, locate the task you want to communicate about and click the task name.
Go to the "Answers" tab and find the name of the connected organisation you want to communicate with - there's a handy search filter on the top right if you have a lot of connected organisations!
Click the name of the connected organisation, then go to the "Discussion" section.
Select Message. Type your message into the text box and then click Add Message.
Your message will appear in the "Discussion" section with blue shading, and include information about who sent the message and when. A notification will also be sent to other administrators from your organisation with "Editor" access, and administrators from the connected organisation with Projects permissions, informing them there's a new message they need to read.
Messages sent from your connected organisations will also appear in this thread, so keep an eye out for any messages they've sent that you need to respond to!
Tracking task completion
Overall completion rate
Each task has a completion status tracker on the Tasks tab of the Project.
Go to Projects>All Projects, locate the project you wish to track task completion for, and click the name of the project. Go to the Tasks tab of the Project.
Each task includes up to 3 metrics:
Green % counter indicates the % of connected organisations who have completed this task.
Blue % counter indicates the % of connected organisations who are yet to complete this task.
Yellow number counter with hourglass symbol - this indicates the number of connected organisations who have submitted their response to this task but are yet to have it approved by a project organiser. Note this counter only appears if you have the "Task completion requires approval from {your organisation name}" permission setting turned ON for the project.
Individual responses from connected organisations
To see each connected organisation's response to each task, go to Projects>All Projects, locate the project you wish to see a response for, and click the name of the project.
Go to the Tasks tab of the Project, and click the name of the task you wish to see a response for. Use the search function in the "Answers" section to search for the name of the connected organisation.
Each connected organisation will have one of 4 statuses shown next to it:
Answer pending - means the organisation has not yet submitted a response to the task
Done - means the organisation has submitted a response and it has been approved (see next status). Click the name of the connected organisation and the "Answers" section will expand to show the response to the task.
Pending review - means you or an administrator from your organisation with "Editor" access to your project needs to review the response submitted by the connected organisation and accept or reject it. This will only display if you have the "Task completion requires approval from {your organisation name}" permission setting turned ON. If this permission setting is OFF, there is no need to approve the task, it will automatically change status to "Done".
To approve or reject a task response, click the name of the connected organisation and the "Answers" section will expand to show the response to the task. Review the response and then click either Accept or Reject.
If you approve the response, the task status for that organisation will update to "Done".
Review rejected - If you reject the response, the task status for the organisation will update to "Review Rejected" and the connected organisation will have the opportunity to resubmit a new response to the task. Once they have resubmitted, the task status will update to "Pending Review" once again.
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